Guidelines for the Mailing Lists

1. Confidentiality and privacy

• Confidentiality: To facilitate open and frank discussions among participants respecting confidentiality is of utmost importance. Messages, attachments, and other email content sent to the mailing list must not be shared, quoted, or referenced beyond the original recipients unless the sender has expressly granted permission.
• Non-public information: Treat all communications within the meetings and the mailing list as confidential unless the information is already in the public domain or the host/sender explicitly indicates otherwise. Participants shall not make public statements, including critical remarks, that reference, quote, or characterize internal communications without prior consent from the sender.
• Selective sharing: If an email contains both public and non-public information, permission from the sender must be obtained before forwarding or disclosing its contents.
• AI notetaking bots & recordings: To protect the confidentiality and integrity of discussions, participants shall not use artificial intelligence notetaking applications (AI notetakers) or record meetings in any form, unless explicitly permitted by the (Co-)Chair and speakers. The sole authorized documentation of a meeting shall be made by the Coalition Hub team and/or the Working Group (Co-)Chairs and support staff within their respective organizations.

Key guidelines:

• No unauthorized AI notetakers or recordings: Participants shall not use AI notetakers, automatic transcription tools, or recording devices without prior approval.
• No indirect AI transcriptions: Even if a meeting is not recorded, participants should not later input discussions into AI tools for transcription or summaries unless explicitly allowed.
• Confidentiality & data security: Unauthorized use of AI notetakers or recording tools may compromise confidentiality and data security. Any violations may result in appropriate corrective actions, including restrictions on participation.

2. Security protocols

• Email: Be sensitive to the limited security offered by emails, especially when sent to larger audiences.
• Highly sensitive information: If you are seeking to share highly sensitive information, including documents that require a high level of confidentiality, please do not use the mailing list to reach relevant partners but rather contact them directly through more secure channels.
• Avoid forwarding: Do not forward mailing list messages to non-members without consent from the original sender.
• Do not share login credentials: Never share access credentials for non-public virtual meetings, platforms, or services mentioned in the mailing list – whether on social media, with third parties outside the relevant working group, or in other communities – even if they appear sympathetic or supportive of the group’s agenda.
• Do not share sensitive personal data: Do not share documents that contain sensitive personal data, of yourself or others (such as ID numbers, dates of birth, etc.), with the mailing list.
• Clearly set and communicate meeting rules for documentation: Organizers should set clear rules on how a meeting is recorded and the level of detail in which it is documented, including how the documentation will be shared and stored.
• If speakers or participants are uncertain of how a meeting is recorded, they are encouraged to seek clarification from the organizers, e.g. through a message in the chat.

3. Professionalism and respect

• Be respectful: Ensure all communications are professional, respectful, and considerate of differing opinions. Discriminatory, abusive, or offensive language is strictly prohibited.
• No personal attacks: Disagreements should be handled constructively and respectfully. The mailing lists are meant to stimulate the exchange of information and conversation, not to create contention. Derogatory comments, in the forms of sarcasm or innuendo, will not be tolerated.
• Relevance: Keep all communications relevant to the mission of the mailing list. Avoid off-topic discussions.

4. Intellectual Property

• Respect Copyright: Do not share copyrighted materials without granted permission, including articles, books, and reports.
• Cite Sources: When sharing external resources, ensure proper citation of the original author(s) or organization(s).

5. Legal compliance

• Adhere to laws: Ensure all communications comply with relevant laws, including those concerning data protection (e.g., GDPR for EU-based participants).
• No unauthorized practice of law: Non-attorneys should avoid providing legal opinions or advice that may be construed as unauthorized practice.

6. Use of the mailing lists

• No commercial use: The mailing list should not be used to solicit services or promote businesses. It is a platform for advocacy, research, and policy discussion.
• Non-distribution: Do not use the mailing list to gather or share data for non-related purposes, including fundraising or personal gain. Funding opportunities related to the group may be shared.
• Targeted messaging: Only send messages to the mailing list when the information benefits everyone. For individual responses, use the “Reply” button instead of “Reply All.”
• Signature tags: Include a signature tag with your name, affiliation, location, and email address on all messages.
• Avoid clutter: Messages like “thanks for the information” or “me too” should be sent to individuals, not the entire list.
• Administrative messages: Do not send administrative messages, such as “remove me from the list”, through the mailing list.

To unsubscribe, simply click the unsubscribe link at the bottom of the message, or email us at info@uncaccoalition.org. You may also send an email to this email address if you would like to update or change your contact information.

7. Reporting misconduct

• Report violations: If any participant violates these guidelines, please report the incident to the Coalition Vienna Hub by emailing: compliance@uncaccoalition.org
• Consequences: participants who violate the mailing list rules may face temporary or permanent removal from the Coalition’s communities without the right to appeal. The decision will be made by the Coalition Vienna Hub.